Overview
Laurentian University’s Signing Authorization Policy ensures that only individuals with properly delegated authority can legally bind the University through contracts, payments, receipts, and other formal commitments.
This policy:
Defines clear approval thresholds for all financial and contractual commitments across operating, capital, ancillary, and research activities. Please see the Signing Authority Register for detailed information.
Identifies who may negotiate, approve, and sign documents on behalf of the University, including contracts, gift agreements, employment agreements, research agreements, real property transactions, and financial instruments.
Establishes strong internal controls to safeguard University resources by ensuring proper review, due diligence, and compliance with legislation, policies, and risk management requirements.
Applies to all employees involved in negotiating or executing agreements and prohibits sub-delegation of signing authority.
By maintaining a structured and transparent signing framework, the University ensures accountability, operational efficiency, and responsible stewardship of public and institutional resources.
How to sign & Who Can Sign
Key Approval Rules
General Rules
Only individuals listed in the Signing Authority Register may sign.
No sub-delegation of signing authority is permitted.
All contracts must be in writing; oral agreements are not authorized.
Agreements require all internal reviews (legal, financial, risk, etc.) before signing.
Goods & Services Contracts
Under $50,000 → One authorized signature.
$50,000 to < $1,000,000 → Two signatures, including one Senior Signing Group member (or AVP HR for HR-related items).
$1,000,000+ → Two signatures including one Senior Signing Group member AND Board of Governors approval.
CCDC construction contracts → Two signatures including one Senior Signing Group member.
Gift Agreements
Requires two signatures, one must be the President or Board Chair.
Charitable tax receipts signed by AVP Financial Services.
Any gift involving real property, material financial risk, or unusual conditions → Board approval required.
Employment Contracts & HR Agreements
Employment Contracts
Director level or below (non-LUFA) → One signature per Register.
Above Director, below VP → Signed by AVP HR or hiring manager (recommended by AVP HR).
Vice-President positions → Approved by Board, signed by President.
President’s contract → Approved by Board, signed by Board Chair.
MOUs / Settlements (non-LUFA)
Under $50,000 → AVP HR or VPFA.
$50,000+ → Two signatures: AVP HR + VPFA or President.
$1,000,000+ → Requires Board approval.
LUFA
Employment contracts: PVPA / President / AVP Faculty Support (Sessionals by Dean or Librarian).
MOUs/Settlements follow a similar threshold system with two signatures ≥ $50,000 and Board approval ≥ $1,000,000.
Banking & Investments
Banking
Payments → Two signatures from Register.
Banking contracts & credit arrangements → Two signatures, one must be VPFA or AVP Financial Services.
Investments
Short-term → Two signatures (per Cash Investment Policy).
Long-term → Two signatures, one must be VPFA.
Long-term service contracts → Two Senior Group signatures, one must be VPFA or AVP FS.
Legal Settlements & Agreements
Settlements signed by responsible executives: President, VPFA, PVPA, VP Research, or General Counsel.
≥ $1,000,000 → Board approval required.
Legal retainers/engagement letters → General Counsel.
Personal Property (Acquisition & Disposal)
Acquisition follows Goods & Services thresholds.
Disposal:
Nominal value → One signature.
> nominal to < $50,000 → Two signatures (one must be AVP FS or Director FS).
$50,000+ → Two signatures + Board approval ≥ $1,000,000.
Real Property (Land, Buildings, Leases)
Acquisition & Disposition
Two signatures, one must be VPFA or AVP FS, and Board approval required before action.
Leases (LU as Lessee)
< 3 years or < $50,000/year → Two signatures including VPFA or AVP FS.
≥ 3 years or ≥ $50,000/year → Two signatures including VPFA or AVP FS.
> $500,000/year → Board approval required.
Revenue Contracts (Non-Research)
< $50,000 → One Senior Signing Group signature.
$50,000 to < $1,000,000 → Two signatures: one Senior Group + Secretary or General Counsel.
≥ $1,000,000 → Two Senior Group signatures, one must be President.
Annual report required for all ≥ $1,000,000.
Research Agreements
$0 to < $50,000 → One signature (VP Research or Director Research & Innovation).
$50,000 to < $250,000 → Two signatures, one must be VP Research/Director RI.
≥ $250,000 → Two signatures, one must be VP Research.
Commitments ≥ $1,000,000 (cash or in-kind) → Board approval.
NDA/no-value agreements → One authorized signature.
Student Placement Agreements
Signed by Dean or Provost/Vice-President Academic.